19 Catering Overview Menu Selection Menu selections should be discussed three to six weeks prior to the start of your event. All menu prices quoted are for 90 days & are subject to change thereafter. Our Executive Meeting & Conference Service Manager would be pleased to assist you, should you prefer to personalize a custom menu to accommodate your guests/tastes. Alternative meals are available for guest(s) with special dietary needs (vegetarian, allergy, etc.). Food & Beverage Regulations Due to liability insurance, the Atlantica Hotel Halifax must provide all food & beverage items (with the exception of wedding cakes). Therefore, the removal of any & all food & beverage from the hotel premises is prohibited. Atlantica Hotel Halifax is responsible for upholding & administering the Liquor Laws of the Province of Nova Scotia regarding the dispensing of alcoholic beverages. As such, the hotel reserves the right to refuse to serve any person or group that would result in the hotel being in conflict with the Liquor Laws. Atlantica Hotel Halifax reserves the right to terminate any event before its scheduled ending time, for such reasons. Nova Scotia Smoke Free Places Act Atlantica Hotel Halifax is a non-smoking hotel & prohibits smoking in all guest rooms & meeting space. Guaranteed Numbers & Cancellations A guaranteed number of people attending your function is required three business days prior to the start of your event date (seven business days applies to Weddings/Social Events). Atlantica Hotel Halifax will charge for the number of guaranteed people or for the number of people served, whichever is greater. To maintain high service standards all food & beverage items which are priced per person cannot be ordered for any amount less than the total number of guaranteed attendees. Should the final guaranteed number of attendees fall short of the guarantee originally stipulated on the function contract, Atlantica Hotel Halifax reserves the right to bill for the original guarantee stipulated on your contract, or impose an additional room rental charge & applicable tax. The hotel reserves the right to re-assign function space if the guaranteed number of attendance is lower than originally stipulated on the function contract. Cancellations must be made with your Executive Meeting & Conference Service Manager between the hours of 8:00 am & 5:00 pm, Monday to Friday. Cancellation fees will apply in accordance with the Hotel s policies. Please see your contract for details. Independently owned and operated by I.M.P. Group Limited. 18

20 Catering Overview Service Fees A service fee of 17% is applied to all food & beverage products prior to applicable tax. A minimum three-hour labour charge of per hour applies to all bar services with revenues below , prior to tax. A labour charge is applied to all hospitality suite set-ups for ice & glass service. A labour charge applies to groups numbering less than twenty (20) persons for served meals. All charges are subject to a 17% service fee & applicable tax. Seating arrangements for social functions are based upon 60-inch round tables that seat 8-10 guests. Functions requiring complete table set-up earlier than one hour prior to the event start time may be subject to an additional labour charge. Deposits Social events require a deposit of within 14 days of confirming your function space, with the remaining balance due three business days prior to the event. Should the function be cancelled, the deposit is forfeited. Credit Information All existing accounts of Atlantica Hotel Halifax have billing privileges of net 30 days upon receipt of the function invoice. New accounts are required to establish credit with our accounting department by submitting a fully completed credit application at least two weeks prior to the function date to allow adequate time for processing. Damages & Lost Items Liability for any damages to the premises will be charged accordingly. Convenors of the function are held responsible for other members of their group. Atlantica Hotel Halifax assumes no responsibility for any personal items or equipment brought into the hotel. Unless a function room has been reserved on a 24-hour basis, any & all personal items & equipment must be removed from the function space at the function s contracted ending time. Security Atlantica Hotel Halifax can provide security arrangements from an outside security company for your function at an additional cost. The hotel will require two weeks notification to your Executive Meeting & Conference Service Manager to ensure security personnel for your event date. Management Right Atlantica Hotel Halifax reserves the right to refuse or cancel any function deemed by the management to reflect poorly on the integrity or safety of its staff & other guests of the hotel. Independently owned and operated by I.M.P. Group Limited. 19

21 Catering Overview SOCAN Fee On behalf of SOCAN (Society of Composers, Authors & Music Publishers of Canada), Atlantica Hotel Halifax is obligated to charge an entertainment fee based on the capacity of the function room (NOT on the number of attending guests): Room Capacity Fee Per Event Without Dancing With Dancing (Standing or Seated) Guild Hall Guild East Guild West Commons Citadel/Cunard Cabinet Campaign Citadel Cunard NOTE: This fee is submitted directly to SOCAN, is non-negotiable & is not a hotel fee. Re:Sound - Music Licensing Company Re:Sound is the Canadian not-for-profit music licensing company dedicated to obtaining compensation for artists and record companies for their performance rights. On behalf of Re:Sound, the Atlantica Hotel Halifax is obligated to charge a fee based on the following chart: Room Capacity Fee Per Event Without Dancing With Dancing (Standing or Seated) people people people people Guild Hall Commons Guild East Guild West Citadel/Cunard Cabinet Campaign Citadel Cunard NOTE: This fee is submitted directly to Re:Sound, is non-negotiable & is not a hotel fee. Independently owned and operated by I.M.P. Group Limited. 20

22 Catering Overview Decorations & Rentals Decorations, floral arrangements, entertainment & limousine rentals may be arranged & ordered through your Executive Meeting & Conference Service Manager. Streamers & confetti are prohibited in the function rooms. If these items are used a cleaning charge will apply. Masking tape & putty are the only materials permitted for hanging items in function space. Audiovisual Equipment Atlantica Hotel Halifax recommends FMAV for rental of audiovisual equipment & services. Orders are placed through your Executive Meeting & Conference Service Manager & FMAV will contact you directly for billing. If required, Atlantica Hotel Halifax will provide one microphone & podium at no cost for your function. Display & Exhibits Atlantica Hotel Halifax does not provide storage space for displays, materials & exhibits. Your Executive Meeting & Conference Service Manager must approve the arrival of all displays, materials & exhibits. The hotel does not provide labour or equipment (i.e.: dollies, carts, etc.) for the unloading, moving or loading of displays, materials & exhibits. Displays, materials & exhibits will be brought into the hotel via the receiving entrance located at the north end of the hotel (Quinpool Road). Shipments are received at this entrance between the operational hours of 8:00 am 4:00 pm, Monday to Friday. Atlantica Hotel Halifax reserves the right to refuse exhibits, equipment or display material of excessive weight. Please notify your Executive Meeting & Conference Service Manager of any equipment requiring amperage beyond a standard electrical power supply to ensure correct voltage & amperage is available. Extra power can be provided through an outside supplier at an additional charge if notification is provided to your Executive Meeting & Conference Service Manager two weeks prior to your function date. Shipping & Receiving Atlantica Hotel Halifax has limited storage space & cannot guarantee the security of any materials shipped in advance for your function. Should storage be required please contact your Executive Meeting & Conference Service Manager. In some cases, a storage fee may apply. Items shipped to Atlantica Hotel Halifax must be clearly labeled. It is the responsibility of the convener and/or meeting room guest to make arrangements to have any meeting room materials returned to their company. Items left at the hotel will be kept for a maximum of 30 days from the date of the function. After 30 days, the parcels are opened by the hotel receiver to ensure safe disposal according to contents. Please place the following label to all packages to ensure quick handling: Contact Name C/O Atlantica Hotel Halifax 1980 Robie Street Halifax, Nova Scotia B3H 3G5 Independently owned and operated by I.M.P. Group Limited. 21

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